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Administrative Assistant
AEG
Tempe, AZ, United States
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The "Shed" is a rapidly growing company that focuses on technical solutions for the music festival industry. We understand destination festivals, the culture and its needs. And with thousands of hours at nearly 200 of the biggest festivals across the country, we’ve pioneered advanced ticketing and RFID platforms that enhance the festival experience, empower fans and pave the way for a future of unforgettable events. Gingerbread Shed solutions bridge technology and reality for a seamless encounter with epic festivals.
The Administrative Assistant is responsible for supporting their department with general administrative duties. The Administrative Assistant will prepare documents and presentations, process correspondence, schedule appointments and maintain electronic files. The Administrative Assistant may also assist in the creation of artist settlement folders and sponsorship invoices
1. Responsible for general administrative support activities including preparing documents and presentations, processing incoming and outgoing correspondence, scheduling appointments, sending meeting notices, and maintaining electronic and hard files.
2. May be responsible for providing general office support including coordinating inter-office communications, fielding phone inquiries, mail coordination, ordering of office supplies, operation and maintenance of office equipment and office building, and sending / receiving shipments.
3. Manage and maintain supervisor’s calendar, and make travel arrangements when necessary. May submit and code expenses.
4. Prepare and submit purchase orders, check requests and expense reports as needed. May be responsible for the creation of sponsorship invoices and the coding and posting of payables.
5. Establish and maintain filing systems, contact lists and other databases.
6. Plan meetings as required (including preparation of materials, meeting notifications, catering).
7. Other duties may include the setup of vendor files and the tracking of payment processing.
8. Other duties and special projects as assigned.
9. Maybe responsible for preparing payroll, assisting in month end and processing charge backs and credit card inquires.
Required Qualifications
1. High School Diploma or its equivalency
2. 1-2 years of related work experience
3. Strong written and verbal communication skills
4. Ability to work independently and as part of a team
5. Proficient in Microsoft Office
6. Strong interpersonal and organizational skills.
7. Ability to prioritize and multi-task to meet deadlines.